SharePoint 2019 On Premise - Problem with SP calendar not syncing with new user's Outlook

Question

I was directed to this forum from the SharePoint Answers Community.

We are using SharePoint on premise and have a SP calendar site that is no longer able to sync with new users because that site has more than 5000 records with about six years of calendar items. Existing users have not experienced any change to access or usability.

I have updated the default view to select the prior 4 years of entries so the count of items would always be less than 5000 going forward.

However, new users are still not allowed to be sync'd with their outlook because the returned list is still more than 5000 when the attempt to sync is done. Also to my knowledge the employees that need to sync with outlook have and are using their O365 accounts.

Our IT staff has informed me that through their research, the Outlook sync doesn't look at the SP default view. This doesn't make any sense to me because that would imply a gap in functionality which in theory would break SP once the number of records was larger than 10,000 (for SP 2019)!

Any suggestions to help me resolve this syncing problem would be appreciated!

Thank you!

Answer 1

Hi @Michael Long , welcome to Q&A forum!

Is there any error message on the UI? Does this issue occur in a calendar list? The threshold of the lists (including calendars) is 5000 currently. In the On-prem environment, you can try to increase the list view threshold.

Please follow these steps:
1.Go to Central Admin
2.Under “Application Management” click “Manage Web Applications”

3.Select the web application for which you’re adjusting the list view threshold
4.Select “General Settings” then “Resource Throttling”

5.Change the limit and click OK.

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Answer 2

Thank you ElsieLu for your reply!

I knew about the threshold option, but didn't want to use it as the first response. Technically, this solution doesn't make any sense to me. The default view that is set against the SP calendar is less than 5000 records. But the sharing with outlook is ignoring that view and is having a problem with syncing because it's not selecting records from the view. It's my conclusion that this issue is a missed use case that ought to be corrected.

What happens when this calendar hits the SP limit? Do the users have to delete past calendar entries to meet the system maximum? That doesn't make sense either.

I'm not all that happy with forcing the threshold limit since it seems to be outside the general sp data selection guidelines, but it is the only way to add new users' access to any SP calendar. The real concern is that upping the limit for just one calendar effects the entire site's operation.

I appreciate your review of my situation! It did confirm what I thought would be the solution.

Thank you!